ANNEX l - International Criminal Court

ANNEX l

ICC-01/04-01/06-1263-Anx1 04-04-2008 1/22 CB T

Case "The Prosecutor v. Thomas Lubanga Dyilo"

Technical protocol for the provision of evidence, materialwitness and victims information in electronic form for their

presentation during the Trial

I. Introduction

1. The International Criminal Court is using an electronic system to support its dailyjudicial proceedings pursuant to regulation 26, paragraph 1 of the Regulations of theCourt ("the Regulations"). The Registry is responsible for the implementation of thiselectronic system, taking into account the specific requirements of the judicial activityof the Court, including the need to ensure authenticity, accuracy, confidentiality andpreservation of the record of proceedings (see regulation 26, paragraph 2, of theRegulations). Pursuant to regulation 26, paragraphs 3 and 4, of the Regulations,documents and evidence other than live testimony shall be presented, wheneverpossible, in electronic form.

2. This Protocol is established pursuant to regulation 26, paragraph 1, and is essential forRegistry's implementation of the system described in this provision. It is designed toensure that all the necessary information is available electronically during theproceedings to the Court. To this end, this Protocol defines the standards according towhich the participants should prepare and provide evidence, potential evidence andmaterial in electronic form with the Court. Furthermore, this Protocol definesmetadata which should accompany the materials submitted. These standards aredesigned to minimise the document management and technology costs to theparticipants and the Court and to allow for the efficient management of proceedings.

3. The Registry will provide an "in-court" presentation solution for viewing evidence andmaterial.

II. Provision of potential evidence, and witness information in electronicform evidence and material in electronic form and of the WitnessInformation

A. Potential evidence

4. In order to ensure that potential evidence, evidence and material that a participantintends to submit to a Chamber in hearing can be processed by the Court's electronicsystem, it must comply with the system's standards. Therefore, prior to the hearing,the participant will have to format the potential evidence, evidence and material andprovide metadata for it in accordance with the standards set out in section II of thisProtocol.

5. Once the potential evidence, evidence and material and the metadata have beenformatted and prepared, the participant can provide them in electronic form to theRegistry.

ICC-01/04-01/06-1263-Anx1 04-04-2008 2/22 CB T

6. Upon the receipt of the potential evidence, evidence and material and the relatedmetadata in electronic form, the Registry will upload all data into the electronicsystem.

7. Once the data has been uploaded into the system, the participant will be requested tocontrol the quality of the data uploaded. If errors are found in the data, the responsibleparticipant shall re-issue the entire record that has been amended including the tablereferences. For images, only the single TIFF file or the affected page(s) shall be re-issued in the appropriate directory/level structure named herein. Any updates shall beaccompanied with a letter outlining the Document ID(s) and the information that hasbeen changed.

8. If, prior to the hearing, the participant after the provision of the first lot of potentialevidence, wants to provide additional items, the standards outlined in this Protocolshall be followed.

B. Witness and Victim Information

9. Should a participant intend to call a witness m a hearing before a Chamber, theparticipant shall prepare a Witness Information List in accordance with the standardsset out below in section III. and provide the list to the Registry. The same will applywhen the appearance of a victim is scheduled.

10. Upon receipt of the Witness/Victim Information, the Registry will upload the data intothe electronic system.

11. Once the data has been uploaded into the system, the participant will be requested tocontrol the quality of the data uploaded.

12. If, prior to the hearing, the participant wishes to amend the Witness/VictimInformation, the standards outlined in this Protocol shall be followed.

III. Standard for the provision of evidence and material in electronicform

13. Participants shall provide to the Registry potential evidence, evidence or material inelectronic form either on one or more CD ROM or using the Court's internal electronicinfrastructure. The format, imaging standards and numbering regime shall complywith the requirements set out in sections A. to C., below.

14. Together with the evidence and material in electronic form, metadata informationrelating to evidence and material shall be provided in electronic form, as set out insection D, below.

A. Format requirements

15. Potential evidence, evidence and material shall be provided in the following format:

• Single page TIFF for all potential evidence, evidence and material, and WMV, VMA foraudio and video materials.

• An OCR text-file for potential evidence, evidence and material containing textincluding for any translation thereof.

16. The following requirements shall be met:

ICC-01/04-01/06-1263-Anx1 04-04-2008 3/22 CB T

Data File Format

Media

Disk or folder content

Disk or folder name

CSV (Comma Separated Values) including double quotesaround the record and a header record. There shall be 1document record per row in the table. Zipped files areacceptable or as agreed between the participants, or

XLS (Microsoft Excel Worksheet) Witness Information Excelformat and Evidence List format respectively (to beprovided), or

MDB (Microsoft Office Access Application): database filecompatible with a Ringtail Legal database (export.mdb)

e CD ROM - 650/700Mb,

« DVD or,

ö ICC networking infrastructure to be agreed

2 Files for formats (i) and (ii) above - One main table andone image table (referencing each image on the disk). Aheader record shall be included for each file. Header recordshall contain the metadata field names.

If physical media (CD/DVD) then specify volume name as

Participant-Situation-Case-Date-Sequential Number

If ICC network then create a root folder

\ Participant-Si tua tion-Case-Date-Sequenhal Number \

Where:

Participant: Participant Code

Situation and Case codes: to be provided by the Registry

Date: YYYYMMDD format

Seq. Number: 2 digits padded with zeros (starting at 01)

Example: PPP-0101-0202-20051201-01

B. Imaging and Data standards

17. When hard-copy documents are larger than A3 size they can be provided to theRegistry in hardcopy and recorded on the database as such by imaging a page thatstates that the originals reside at the Registry vault due to its size or a photograph ofthe potential evidence or material or artifact (in JPEG compression within color tifffiles) can be submitted as a representation of the original.

18. Originals (under A3 but larger than A4) can be reduced to A4 size and then imaged atthe reduced size before submission to the Court. Originals of these reduceddocuments shall be made available if required for viewing in the hearing or byChambers or by the Participants.

19. Image and Data file formats and exchange shall be set out as follows:

a. Medium The files shall reside in the same media and locationspecified in paragraph 16, above, under a folder

ICC-01/04-01/06-1263-Anx1 04-04-2008 4/22 CB T

b. Image Directory Structure

c. Content

d. Resolution of Image

e. Suffix page numbering

named "images".

Images must reside in directories and subdirectories. The sub directory structure must reflectthe levels in the numbering regime.

Single page tiff files (ie a four-page document willhave four distinct images).

Black and White, Grayscale or Color images - 300dpi (or above) TIFF subtype CCITT group 4compressed, 1 bit (bi-tonal). For practical purposes, itis recommended that the physical file size of anyimage should not exceed 700 Kilobytes. It should benoted that 200 K is the average target size of allimages.

In the event that additional pages are required to beinserted after bar-coding (or labeling) and imaging,the suffix pages convention will be applied to imagesas per paragraph 22.

C. Numbering regime

20. The participant providing evidence or material shall number each piece of potentialevidence, evidence or material according to the following numbering regime. Thisnumber will be used as the unique document identification ('doc id') for all potentialevidence, evidence and material and will be used to reference them at all times duringthe proceedings. The 'doc id' will appear in readable format. The numbering regimewill also be used to name the images files associated to a piece of evidence ormaterial.

21. This numbering regime has four levels, SSS-PPP-FFFF-DDDD where:

SSS is the prefix that acts as an identifier for the situation the evidence or material hasbeen collected for. Padded characters will be used (i.e. must be 3alpha/numeric characters) (e.g. AUS);

PPP is the participant identifier. Padded characters will be used (i.e. must be 3Characters - may be alpha/numeric digit) in accordance with the prefixes inAppendix A attached (e.g. OTP);

FFFF is the potential evidence, evidence or material group/folder/batch number.Padded with zeros, maximum value of 9999 (eg. 0120); and

DDDD is the unique "page" identifier within the document. Padded with zeros,maximum value of 9999 (eg, 0087). The first page number of a document isalso the document number. (See Appendix D).

22. Where pages have been inserted due to human error, the following convention will beused: Insert a fifth level where a suffix (two numeric characters, padded zero,preceded with an underscore). For example:

SSS-PPP-FFFF-0001

SSS-PPP-FFFF-0001_01

SSS-PPP-FFFF-0002

ICC-01/04-01/06-1263-Anx1 04-04-2008 5/22 CB T

Meaning that a page SSS-PPP-FFFF-0001_01 has been inserted after SSS-PPP-FFFF-0001 yet before SSS-PPP-FFFF-0002.

Specific measures for translation documents.

23. Each translation shall be recorded as a "translation" in the field "document type", inthe following manner: for any language required, the field takes the value"Translation", a blank space, a hyphen, a blank space, and then the 3 characters ISOcode of the language m which the original document has been translated.

Example:

Translation - ENG

Translahon - FRA

Specific measures for redacted documents

24. Every page of evidence or material which has been redacted shall be recorded as anextra page against the single evidence record, and the extra-page label shall indicatethe versioning of the redaction.

Example: DRC - OTP - 0001 - 0002 - ROI corresponds to page 2 of document 1, 1s' version ofredaction.

D. Provision of metadata information relating to evidence and material inelectronic form

25. The following two tables list the format of the metadata that is transmitted to theRegistry for potential evidence, evidence and material provided m electronic format,as ordered by the Trial Chamber I1.

26. Table 1 is the table of potential evidence, evidence and material, containing themetadata for these items.

Table potential evidence, evidence and material

Field Name

DocumentIDiu

Date Filed

DocumentDate

Data Type

Text

Date

Date Field

Explanation

The unique identifier for eachoriginal document (record) in thedatabase.

The date the Participant files thedata table with the Registry in thedate format DD-MMM-YYYYThe date of the document as itappears on the document in theformat DD-MMM-YYYY. The dateshould be entered is that which

Example

SSS-PPP-FFFF-DDDD

20-Aug-2005

21-Mar-1997

11CC-01/04-01/06-1127 dated 24 January 2008

ICC-01/04-01/06-1263-Anx1 04-04-2008 6/22 CB T

Field Name Data Type Explanation Example

indicates when the document cameinto existence, or was signed,putting it into effect.

If the item only has a partial dateand a clear year, then the first dayof that partial date shall be enteredand the estimate date field taggedYES

Where a document has nodeterminable date the documentwill be recorded as undated.

Where a document has more than1 date appearing on it the datewhich is earliest in time shall beentered and estimate date taggedYES

Date ranges cannot be used due tothis field being a true date fieldand only the earliest date in timeshall be entered and estimate datefield tagged YES

If an agreement has an originaldate as well as a subsequent laterdate as a result of alterations beingmade to the document, then thelater date is taken as the documentdate and estimated date is leftblank.

If a newspaper clipping has thedate/reference handwritten on tothe document, then the documentis dated according to thehandwritten notation and is an"estimated date yes".

Leave blank

04-Aug-2004

22-Sep-2001

EstimatedDate

Boolean No = If the exact full date is onthe document (forexample 04-MAR-1963).

Yes = Where we cannot becertain of the actualdate. For example ifthere is a partial date(e.g. August 1979), the

No or Yes

ICC-01/04-01/06-1263-Anx1 04-04-2008 7/22 CB T


date is stamped on, thedate has been amendedby hand or the onlyvisible date is on the faxtrack.

Type Text A simple classification of the item,such as a letter, map, artifact.Attachment C contains a list ofsuggested document types.

Letter

Title Text When a piece of potentialevidence, evidence or material hasa title, the complete title shall beentered exactly as indicated on theitem. If the item has no title thisfield shall be left blank.

OTP comments on theeCourt Generic Protocols(technical only)

Author Pick List Person or persons who authoredthe document. To be completedusing information on the face of

the document. LAST NAME,First Name for example "SMITH,Brian".

Comma must separate multipleentries.

Other ways of addressing multipleentries can be agreed between theparties.

SMITH, Brian

AuthorOrganisation

Pick List Organisation from which thedocument emanated. To becompleted from information onthe face of the document.



Potter Farrelly & Associates

Recipient Pick List Person or persons to whom thedocument was addressed. To becompleted using information on

the face of the document. LAST

SMITH, Brian

ICC-01/04-01/06-1263-Anx1 04-04-2008 8/22 CB T

Field Name

RecipientOrganisation

Parties

Language ofthe item

Translationstatus

Data Type

Pick List

Pick List

Pick List

Pick List

Explanation

NAME, First Name for example"SMITH, Brian



Organisation receiving thedocument. To be completed frominformation on the face of thedocument.



Identifies parties to an agreementor other legal documentThe language of the item is to berecorded in this field in accordancewith ISO language code 639-3,indicating both the code and thefull English description of thelanguage in the ISO definitiontables, as follows: ISO code, space,hyphen, space, full description:example:ENG - English

FRA - French.

Where languages are not foreseenin the ISO tables, the ICC Registrylanguage services (STIC) willdecide on the appropriate code tobe used.

When the document is atranslation, choose one of thefollowing options to indicate bywhom the translation has beendone:

ICC - Registry servicesOTP - OTP servicesOTHER - External services

Example



ENG

ICC-01/04-01/06-1263-Anx1 04-04-2008 9/22 CB T

Field Name

RedactionHistory

ExcerptHistory

HostDocumentNumber

Participant

Data Type

Text

Text

Text andNumber, 17Lengthdependingon thedocumentid. Structure

Pick List

Explanation

And whether it is a draft or hasbeen revised.

List to be chosen from:ICC - draftICC - revisedOTP- draftOTP - revisedOTHER -draftOTHER - revised

This field will record the date ofthe redaction against each of theredacted versions.

This field will record the date ofthe preparation of the excerptagainst each of the excerpts..

Contains First Page of the hostdocument to which an attachmentis attached. There will never bemultiple entries in this field, aseach attachment should only everhave one host document.

Attachments to documents will beseparately listed and numbered.Attachments can be numberedsequentially following the hostdocument. For example, a hostdocument may be numbered

XXX-0001-0001-001 and itsattachments would be numberedas XXX-0001-0001-002,

XXX-0001-0001-003 and

XXX-0001-0001-004.

A host document and anyattachments should be listed andnumbered separately as per therules listed in Appendix B

This field records the participantwho is providing the evidence or

Example

R01- 17 July 2006

SSS-PPP-FFFF-DDDD

OTP

ICC-01/04-01/06-1263-Anx1 04-04-2008 10/22 CB T


material to the Registry as perParticipant codes in Appendix A.

Full Chain ofCustody ofMaterial andEvidence

Text andnumber

This field should list allentities/persons who had custodyof the item, in chronological order.

The following format is to berespected: YYYY-MM-DD FromXXX to XXX

2008-02-12 From OTP toDefense

Date SourceRestrictionLifted

DateDate on which the respectivecorrespondence was received.

03-Dec-2007

Person/Witness from whomthe documentemanated

Where the Chamber hasauthorized the non-disclosure ofan identity, this is to apply to theMetadata Field. If, in thesubmission of the prosecution, theinformation contained in theMetadata Field requires furtherprotection, such as theimplementation of additionaltemporary redactions, leave is tobe sought from the Chamber ineach instance, as has been thepractice hitherto with redactions. Itfollows that the Metadata Field isto be treated in accordance withthe Chamber's general approach todisclosure and redactions. (ICC-01/04-01/06-1223)

SearchCharacteristics

Pick List This field records the degree towhich the text content of theelectronic version of the evidencecan be searched:

Combined Data (Meaning: typeddata and handwritten text or images)Handwritten TextNo textTyped - no Latinic scriptTyped data - Partly SearchableTyped data - SearchableTyped data - Unsearchable

Typed data - Searchable

10

ICC-01/04-01/06-1263-Anx1 04-04-2008 11/22 CB T


Disclosures Pick List This field records informationabout disclosures and any otherdistribution of potential evidencemade in the context of a case.

The pick list values are generallycomprised of the following parts:[Phase] [Category of disclosure]{Defendant Code} [package ortranche number] [Date of thedisclosure]

In the situation of joinedproceedings disclosure to eachcounsel may take place on twodifferent dates. This pick list canrecord such variations. It alsoallows description of otherdistributions of documents, suchas to the OPCV or any re-issue ofcorrected data etc.

The possible values for the parts ofthe field include:[Phase] : Pre-conhrmahon; Pretrial; Trial[Category of Disclosure] : INCR;PEXO; Rule 77;{Defendant Code} : This may beused if there is more than onedefendant and disclosure is madeto each on different dates, (eg D01)[Package or Tranche number] :This is a sequential numbermaintained by the party disclosingthe sequential count of disclosuresmade in that category.[Date of the disclosure] : dd-mmm-yyyy: The date of the actualdisclosure recorded at the time oftransfer or after the transfer takesplace.

Pre confirmation INCRpackage 26 07-Nov-2006

Note: All text fields shall be in ISO 8859 Latin 1 (West European)

27. Table 2 below lists the filename for every page of every imaged piece of potentialevidence or material. In order to derive the correct order of pages to a piece of

11

ICC-01/04-01/06-1263-Anx1 04-04-2008 12/22 CB T

potential evidence or material, the database query shall select the images matching theItem ID, ordered by the path.

Image Table

Field N.imc D^Ui Type l£\pl.in.itiun F.x.implc

»Item ID

"Path

"Pages

Text andNumber

Text (100char)

Text (3 char)

DDDD

Document ID

Full relative path and filename of theimage file. There will be a single file foreach page of each document. Theformat is

SSS-PPP-FFFF-DDDD.hf

or

SSS-PPP-FFFF-DDDD_01.tif

(if it is an inserted page)

Number of pages per document

SSS-PPP-FFFF-DDDD

SSS-PPP-FFFF-DDDD.tif

0003

E. Witness and Victim information

28. The following table lists the format of metadata for the witness and victims asconfirmed by the Trial Chamber I2.

29. "Witness" for the purpose of this protocol means: person who has providedstatements on which the Prosecution or the Defence intends to rely at thehearing. "Victim" for the purpose of this protocol means a person authorisedto participate in the trial or appearing before the Chamber in accordance withrule 93 of the Rules of Procedure and Evidence.

! ICC-01/04-01/06-1127 dated 24 January 2008

12

ICC-01/04-01/06-1263-Anx1 04-04-2008 13/22 CB T

Table of Witness and Victim Information

Field Name

ID number

Title

Name

Other name(s)and/ornickname(s)

Gender

Birth Date

Data Type

Number

Text

Text

Text

Text

Date Field

Explanation

Number given to a witness orvictim

This is the title of a witness/victim such as Dr., Mr., Major,General etc.

The last name and first nameof the witness/victimseparated by a comma.

Nickname or commonly usedname of witness/victim if itdiffers from their actual name.

This is a text field which cancontain many values. Onevalue per line.

Gender of the witness/victim.

Permissible values Male orFemale

DD-MMM-YYYY

Example

SSS.PPP.W (or V).XXXX where:

SSS is the situation code

PPP is the code for the participantintroducing the witness or the victim

P shows that it is a person record(victim or witness or both)

XXXX is the witness number being aconsecutive number assigned by theparticipantsMajor

POTTER, Sandra

Sand

Female

04-Aug-1963

13

ICC-01/04-01/06-1263-Anx1 04-04-2008 14/22 CB T

Estimate statusof date of birth

Pick List This field records the knownaccuracy of the birth date ofthe person:

Accuracy Unknown;Accurate to within 1 month;Accurate to within 6 months;Accurate to within 12 months;Accurate to within 18 months;Accurate to within 2 years;Accurate to within 5 years;Certain;Proven; (Meaning: byauthenticate birth certificate}

Proven

Person Status Pick List This field records the basis onwhich a person is called beforethe proceedings:

Fact WitnessExpert WitnessVictim

This is a multi value field

Victim

AuthorityIntroducingWitness/Victim

Pick List Name of the participant whoselist this witness or victimappears on:- as per Participantcodes in Appendix A

OTP

WitnessStatement DocID/Applicationreference

Text If the witness statement hasbeen attributed a document IDin accordance with section Dabove, please indicate thedocument ID.

All prior witnessstatements/victim'sapplications should berecorded in this field,including the document ID.

This is a one to many field andif more than one entry thenthey should be separated bycommas

SSS-PPP-FFFF-DDDD

14

ICC-01/04-01/06-1263-Anx1 04-04-2008 15/22 CB T

Appearance Pick List Please indicate how thewitness will testify or how thevictim will express his/herviews and concerns:

Permissible values are;

• Audio/Video

• In person

• Transcript

• Written Statement

In person

ExpectedAppearanceLength

Text Please indicate the length oftime the witnesses testimonyor victim's appearance maytake m hours and minutesformat to assist the Court inarranging the hearing

02:00

Note: All text fields shall be in ISO 8859 Latin 1 (West European)

IV. General provisions

A. Virus responsibility

29. It is the responsibility of the recipient of the electronic data to test for viruses. Thesender shall take all reasonable precautions to ensure that their data is virus free.

B. Consultative Committee

30. Representatives from the Court and all participants on the matter will form aconsultative committee to:

• Determine codes to be set for any additional participants who may be added to theproceedings and to organize exchange of data with any such participants.

• Attempt to resolve any issues which arise in the course of the application of thisProtocol.

31. Meetings will be convened as required.

15

ICC-01/04-01/06-1263-Anx1 04-04-2008 16/22 CB T

Appendix A - Participant Codes

Chambers CHM

Suggest change to PT1, PT2, etc for Pre Trial

TCI, TC2, etc. for Trial

APP for Appeals

Court Evidence tendered through the Court, (i.e. not by theDefense or OTP)

In Court Evidence ICE

This would also include any evidence generated on theSmartBoard

Prosecution OTP

Defence /OPCD

If more than one Defendant

Office of Public Counsel for Defense

D01

D02, D03, ..., D99, DAO, DAI, ..., DZZ

PCD

Victim

More than one Victim

Office of Public Counsel for Victims

a_0011_06,

a_0001_06, a_0037_07

PCV

State SXX

S is for State followed by the two character alpha Countrycode of country intervening.

Use ISO 3166-1 and the corresponding ISO 3166-l-alpha-2English code elements.

Example: SAQ -> ANTARCTICA

XXX

Documents which are handed up in Court in Hardcopy aregiven an XXX number until the relevant participantprovides the court with the electronic version in the properformat

Appendix B - Methodology for Host/Attachment Determination

1. Document Delimiting

• Any document that stands on its own with individually identifiable characterishcsshould be delimited separately.

16

ICC-01/04-01/06-1263-Anx1 04-04-2008 17/22 CB T

The back of pages with any text or markings should be included within documentsand not, without compelling reasons to the contrary, be delimited as separatedocuments.

2. Host/Attachment/Unattached

• Documents that make reference to attached documents should be linked with thehost and attachment structure.

• Translated documents will have their own ERN number but will be linked in thedatabase through the host and attachment structure where the original document willplay the "host" and any translations of that document will be "attachment(s)".

• Transcripts of media should also be linked through the host attachment structurewhere the original media item will play the "host" and any transcriptions of that itemwill be "attachment(s)".

• Documents which have been created in the Court (for example by a witness drawingon the "original" document and captured by the smartboard technology) will begiven an ICE (In Court Evidence) number and will be linked to the "original"document through the "host/attachment" field where the "original" document will bethe "host" and the "newly" created document will play the "attachment".

• Annexures and appendices should be delimited as one document unless theannexures can be regarded as having individual and identifiable characteristics. E.g.a binder with tabbed appendices where the appendices have identifiablecharacteristics (e.g. each doc has a date, title, author etc) would result in the firstdocument being the host and subsequent appendices being the attachments.

Appendix C - Document Types

It is acknowledged that this list is not definitive and will change for each situation.

OTP as the participant who will commence coding potential evidence and material in anysituation first, is obligated to provide their list of document types for that Situation to allother participants in a case once a case has been initiated by filing a copy of the documentstypes list with the Registry.

i

1.

2.

3.

4.

5.

Type

Extra page

Surrogate page

Calendar / Diary

Contact list

List/ table

Explanation

Any extra page that is not part of a document, such as coversheets (other than covering letters), dividers, separators pages,empty files.

These sheets mark the place of evidence that cannot otherwise beincluded m the system.

Any chronological overview or record by an individual (printed,electronic or handwritten); any form of calendar

Any list containing primarily names or contact details

Any other list or table that does not primarily contain names orcontact details

17

ICC-01/04-01/06-1263-Anx1 04-04-2008 18/22 CB T

#

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

Type

Minutes of meetings

Report

Other notes

Notebook

ICC Statement - General

Non-ICC Statement (Note /Screening / Transcript)

ICC Statement - ICC investigatorinterview notes

ICC Statement - ICC transcribedstatement

ICC Statement - ICC screening

ICC Statement - Electronic Media

Transcript

Correspondence (letter)

Correspondence (e-mail)

Correspondence (fax)

Correspondence (internalmemorandum)

Explanation

Any record of the proceedings or outcome of a meeting which isclearly identified as such

Any report that is not publicly available (including a chronologythat is not a calendar nor a diary), which will generally beregarding past events (contrasted with an internal memorandum,which will contain advice, opinion, or instructions for futureaction); or

Any report that is publicly available (usually from a NGO, IGO orgovernment)

Any notes recorded by a person other than an investigator, andthat are not a memorandum or report, and are not a dated andchronological record (which is a diary).

Any notebook (not just a few pages) that includes handwrittennotes.

Any statement taken by someone who is a member of the ICC.

Any type of witness statement that is not an ICC witnessstatement, ICC interview notes ornon-ICC interview notes,

notes taken during an interview by someone who is not a memberof the ICC;

written version of a statement that was initially recorded by aperson who is not a member of the ICC by audio and/or videomeans, but has been reduced to written form at a later date.

Notes taken during an interview by someone who is a member ofthe ICC.

Written version of a statement that was initially recorded by amember of the ICC by audio and/or video means, but has beenreduced to written form at a later date.

Screening assessment taken by someone who is a member of theICC.

A statement which is recorded by a member of the ICC by audioand/or video means

Written version of audio/video material that cannot be consideredthe recording of a statement (e.g. transcript of film).

Any letter, including covering letters and documents drafted as aletter that were also transmitted by fax.

Any email, including emails attaching reports, letters or otherdocuments.

Any type of fax, or record that a fax was sent.

If the document concerns a letter that also has been faxed, itshould be classified as a letter.

Any type of memorandum between people within a group /organization / government (not the ICC), including e.g. missionorders.

18

ICC-01/04-01/06-1263-Anx1 04-04-2008 19/22 CB T

#21.

22.

23.

24.

25.

26.

27.

28.

29.

30.

31.

32.

33.

34.

35.

36.

37.

38.

39.

40.

Type

Correspondence (envelope)

Correspondence (invitation)

Contract / agreement

Financial document (bank record)

Financial document (invoice)

Receipt

Financial document (other)

Identifying document

Personal data

Travel related and otheradministrative document

Photograph/s

Map

Sketch

Organisation diagram

Legislation / government instruction/ public guidelines

Internal guidelines / instruction/orders

Technical manual

Certificate

Media / Press article

Presentation

Explanation

Any envelope, whether posted or not.

Any kind of public or private invitation to attend any place orevent, that clearly identifies an addressee.

Any kind of commercial contract including employmentcontracts.

Records kept by any financial institution, including internalrecords and records that are sent or otherwise provided tocustomers This includes details of accounts and accountstatements.

Any invoice or bill issued, seeking payment or otherremuneration.

Any receipt issued, acknowledging payment for any kind ofcommercial transaction, or the receipt of goods

Any other document of a financial nature, including cheques.

Any official document that identifies a person, such as a passport,identity card, membership card of an organization.

Any document that records data relating to a person / group /organization which is given in text-format possibly withphotographs, including Biography / Curriculum Vitae / Resume /Profile.

Any documents relating to travel, including route plans, tickets,itineraries.

Any document with mainly photographic images (even if thoseimages were captures from another media such as video). Thedocument may have wording, such as captions.

Any document representing the layout of a location, includingclear sketches that indicate a geographical location.

Any draft of any object / person / location which is not clearly amap.

The structure of a group / organization, including commandstructure, where in diagram format.

Any legal or official document issued by the legislative body orgovernment [official body] such as decrees, directives, ministerialinstructions, etc.

Any guidelines or instructions, given by a non-public or non-governmental entity and which are not technical instructions.

Any kind of technical manual.

Any type of certificate given by a private or public body

Media articles that are public, regardless whether they are takenfrom Internet, newspapers, newsletters, etc including pressbriefings and press releases

Any presentation given in a relatively public environment,including public presentation, public speech or declaration, slides,but that is not a witness statement.

19

ICC-01/04-01/06-1263-Anx1 04-04-2008 20/22 CB T

#41.

42.

43.

44.

45.

46.

47.

48.

Type

Court Document

(Non ICC)

Court Document (ICC)

Complaint

Physical item

Pre-Registration Form

Audio / Video Material

Translation - ENG

Translation - FRA

Explanation

Any legal document (submissions, claims, judgments, brief) incourt procedures conducted before any court except the ICC.

Any legal document (submissions, judgments) in courtprocedures conducted before the ICC

Any document containing a complaint to an official instance.

Any physical item which is not a document (on either physical orelectronic media).

An ICC pre registration form documenting the collection ofevidence.

An audio or video recording.

Any translation into English of one of the above

Any translation into French of one of the above

Appendix D - Numbering Example

Document A

Original file: documentA.pdf

Situation: UGA

Batch: 0123

Participant: Office of theProsecutor (OTP)

No Pages: 5

Images:

From

UGA-OTP-0123-0001.tif

To


Document U

Original file: documentB.pdf

Situation: UGA

Batch: 0123

Participant: Office of theProsecutor (OTP)

No Pages: 3

Images:

From


To


Document C

Original file: documentC.xls

Situation: UGA

Batch: 0001

Participant victim:a_0011_08

No Pages: 4

Images:

From

UGA-a_0011_08-0001-0001.tif

To

UGA-a 0011 08-0001-0004.tif

20

ICC-01/04-01/06-1263-Anx1 04-04-2008 21/22 CB T

Doc ID lm.ii;e 1 oc.ilion

A

B

C

UGA-OTP-0123-0001

UGA-OTP-0123-0006

UGA-a_0001_06-0001-0001

images \ UG A \ OTP \ 0123 \

images \ UGA \ OTP \ 0123 \

images \ UGA \ a_0001_06 \ 0001 \

Im.ijje 1 lie1-,

UGA-OTP-0123-0001-tif

UGA-OTP-01 23-0002-tif







UGA-a_0001_06-0001-0001-faf

UGA- a_0001_06-0002-tif

UGA- a_0001_06-0003-tif

UGA- a_0001_06-0004-tif

I ' j f -C

No

1

2

3

4

5

1

2

3

1

2

3

4

HJ Meta data is kept only against the original document and not against the translations. The only informahon kept

against translation is the host number of the original document.

21

ICC-01/04-01/06-1263-Anx1 04-04-2008 22/22 CB T